Coordinator, M-3 Clerkship, Department of Family Medicine | SOM | 506490

Virginia Commonwealth University (VCU) School of Medicine is a premier academic medical center located in the heart of Richmond. The School of Medicine is internationally recognized for patient care and education.

About the role

To provide administrative, logistical, operational, and technical tasks related to educational support for the Department of Family Medicine and Population Health undergraduate medical education (UME) programs. Duties include coordinating and scheduling internships and placements, assisting UME leadership, and providing organizational and administrative support for UME student programming and activities.

Responsibilities

• Student Placement and Housing Support (50%)
  • Update and maintain housing and rotation site information in electronic system
  • Develop basic housing criteria and communicate housing policies to students
  • Maintain and develop new housing sites and contracts
  • Resolve housing problems, including moving students to alternate housing
  • Negotiate discounted housing rates and generate housing agreements
  • Assign student placements in coordination with the Director, M-3 Clerkship
  • Report assignments to students and preceptors, including yearly and monthly email reminders
  • Prepare and distribute yearly packets to preceptors
  • Ensure students complete all site-specific requirements prior to arrival
  • Send weekly reminders to students and answer questions about the clerkship program
• Student Curriculum, Evaluation, Grading, and Awards (20%)
  • Edit, print, and distribute preceptor and student M3 guides
  • Update curriculum electronically as directed by Clerkship Director
  • Prepare student handouts and coordinate testing for monthly student orientation and debriefing
  • Attend monthly clerkship coordinators’ meeting
  • Systematically distribute and collect student grades and evaluation information monthly
  • Prepare grade/evaluation packets accurately
  • Coordinate monetary awards for students yearly, including for 12CRP and fmSTAT summer scholarships
• Additional Educational Program Support (20%)
  • Track program requirements for 4th-year students enrolled in the 12CRP program and maintain records
  • Maintain the I2CRP graduate database
  • Report and communicate 3rd-year I2CRP placements in Peds, Surgery, and Ambulatory with preceptors, students, and clerkship coordinators
• Budget and Office Support (10%)
  • Provide backup support to executive assistant, including facilities and room scheduling
  • Manage day-to-day operations and run reports
  • Support event management
  • Maintain budget for housing and M3 student exams
  • Reconcile P-Card transactions
  • Manage ordering of department office supplies
  • Travel to clinical and housing sites as needed within Virginia
• Other Duties (10%)
  • Perform other duties as assigned

Requirements

• Minimum of 1–3 years of relevant professional experience or equivalent combination of education, training, and experience
• Excellent interpersonal and written/verbal communication skills
• Strong analytical and decision-making skills
• Proficiency in computer skills (including database management), clerical skills, and organizational skills
• Ability to work effectively both independently and as a team member
• Demonstrated excellence in providing customer service
• Ability to anticipate, identify, and independently solve logistical problems related to scheduling student experiences throughout Virginia and internationally
• Demonstrated ability in multitasking and time management
• Demonstrated ability to work in and foster an environment of respect, professionalism, and civility with faculty, staff, and students from diverse backgrounds

Preferred Qualifications

• Bachelor’s degree or a related field, or equivalent combination of education and experience
• Experience working in health professions education
• Demonstrated experience in coordinating travel reimbursements and expense reimbursements

Pay

$55,000–$60,700

Benefits

• Comprehensive health benefits
• Paid annual and holiday leave
• Generous tuition benefits
• Retirement planning and savings options, including tax-deferred annuity and cash match programs
• Employee discounts
• Well-being resources
• Opportunities for career development and advancement

Schedule

• Full-time (40 hours per week)
• Hybrid work arrangement